Office Administrator

Job description

Company

Company Viacore (formerly known as Belterra Corporation) has been providing timely access to conveyor belting and material flow handling products, accessories and solutions since 1969. We make things move for our clients. Through our thirty plus locations across Canada and the US, Viacore enjoys one of the largest sales and service networks in the Material Handling industry in North America. Viacore's customer-oriented maintenance service has earned us a reputation for being the best in the industry. www.viacore.com

Job Summary

Viacore Nanaimo is seeking a dynamic, self-motivated Administrator to join our team. The ideal candidate is organized, detail-oriented, and has excellent communication skills. You will be responsible for supporting inside sales, customer service, order processing, and administrative tasks. Familiarity with ERP systems and invoicing processes is an asset, but training will be provided for the right candidate.

Main Responsibilities:

- Communicate with customers by phone, email, or in person to provide information on products and services, orders, or to gather details regarding complaints.

- Prepare Quotes/Estimates based on information provided by Sales Staff

- Receive and enter sales orders into the system based on customer purchase orders received by phone, email, fax, or in person.

- Establish and maintain excellent customer relationships.

- Generate work orders and job tickets for shop and/or field work.

- Communicate effectively and respond to stakeholders such as branch managers, solution specialists, customers, and technicians regarding product and service needs.

- Provide quotes to customers and assist solution specialists with preparing estimates and sourcing products.

- Carry out various client-specific procedures, including obtaining and reviewing additional instructions for billing, ordering, online accounts, and other functions to ensure compliance with requirements.

- Conduct all business transactions and customer relationships in a highly ethical manner.

- Work closely with the accounting department to ensure timely payment collection.

- Monitor inventory levels with the branch manager and inform office staff of available stock to meet customer needs.

- Update customer data in the ERP system.

- Ensure all documentation is accurate and complete, including coding, cost allocation, and pricing.

- Perform any other related tasks as needed.

- Invoicing - ensure all proper paperwork is completed, inventory adjustments are

- complete, costing and pricing is accurate

- Produce work orders and slitting permits for jobs, coordinate slitting jobs with Slitter,

- Shipper / Receiver or Shop Foreman / Service Manager

- Strong ability to read and write in English.

- Excellent organizational skills and ability to manage time effectively.

- Must be able to work independently with minimal supervision.

- Required Qualifications

Knowledge/Education & Experience:

- Previous experience in a sales support or administrative role preferred.

- Fluent in English.

Skills & Abilities:

- Strong working knowledge of Microsoft Office (Word, Excel, Outlook) and internet-based tools.

- Ability to multi-task and perform under pressure in a fast-paced environment.

- Excellent communication, customer service, and problem-solving skills.

- Highly organized, detail-oriented, and able to work independently with minimal supervision.

- Able to collaborate effectively with internal and external stakeholders.

- Strong reading and writing skills in English.

- Commitment to high standards of ethics and professionalism.

Job Types: Full-time, Permanent

Pay: $55,000.00-$70,000.00 per year

Benefits:

- Dental care

- Disability insurance

- Employee assistance program

- Extended health care

- Life insurance

- On-site parking

- RRSP match

- Vision care

Work Location: In person